Drainage Board Minutes - 05/08/2007

MONTGOMERY COUNTY DRAINAGE BOARD

TUESDAY, MAY 8, 2007

MINUTES

The Montgomery County Drainage Board met on Tuesday, May 8, 2007 in the City Council Chambers at the City Building, 300 East Pike Street, Crawfordsville, Indiana.

Those members present were as follows: Commissioner Phil Bane, Chairman; Commissioner William D. McCormick, Vice Chairman; Deanna Durrett, Member/Executive Secretary; Jack Grimble, Member; Surveyor Tom Cummins; and Drainage Board Secretary Lori Dossett.

Absent: David Rhodes, Member.

Also present: Wade Bennett; CK Wilkins; Carl Gwin; Kevin Riley; Donya Lester; Daniel C. Gwin; Paul Springer; Gayle Lough; Ed Chenoweth; Barry Lewis, The Paper; Building Administrator Marc Bonwell; Highway Director Brett Cating; Rob Durrett; Marian Lindow-League of Women Voters.

Drainage Board President Phil Bane called the meeting to order @ 8:00 a.m. and led the Pledge of Allegiance and Pastor Alan Goff led the prayer.

Approval of Minutes - April 23, 2007 & April 24, 2007

Bill McCormick moved to approve the April 23, 2007& April 24, 2007 minutes. Deanna Durrett seconded. 3-0 votes in favor. Motion carried.

Thomas Wilkins Drain - Chairman Phil Bane set forth the ground rules for the Thomas Wilkins Drain discussion. He advised that the discussion will last 45 minutes. If further discussion is necessary, another meeting will be set. He asked how many individuals wish to speak and advised that everyone has three minutes to speak and everyone who wishes to speak will have an opportunity before an individual gets a second opportunity. After the discussion, the Board will discuss the options of repair; requesting the advice of engineer/hydrologist; or reconstruct.

- Chairman Phil Bane set forth the ground rules for the Thomas Wilkins Drain discussion. He advised that the discussion will last 45 minutes. If further discussion is necessary, another meeting will be set. He asked how many individuals wish to speak and advised that everyone has three minutes to speak and everyone who wishes to speak will have an opportunity before an individual gets a second opportunity. After the discussion, the Board will discuss the options of repair; requesting the advice of engineer/hydrologist; or reconstruct.

John Capper representing Ward Wilkins stated the Wilkins plan to file a petition within the next few days and will request a formal hearing to ask the Board to disconnect the Gwinn connection which they did not have permission to attach and the tile is overloading the drain.

Dan Gwin stated that he disagreed with the Wilkins and the tile was legally hooked up and he did have permission. He wanted to state on the record that the hookup was properly done.

Bill McCormick moved to table the discussion on the Thomas Wilkins Drain until such time that the Drainage Board is presented with a petition. Deanna Durrett seconded. 3-0 votes in favor. Motion carried.

Change in Deficit Drain Policy - Drainage Board members discussed a previous policy imposed by the Board wherein no work would be done on deficit drains. There has been a change since the policy was imposed. The assessments on the deficit drains

Drainage Board members discussed a previous policy imposed by the Board wherein no work would be done on deficit drains. There has been a change since the policy was imposed. The assessments on the deficit drains
have been raised and the accounting has been cleared up on what is in each drain account. Deanna Durrett moved that the Drainage Board will authorize repair of indebted drains on a case by case-by-case basis when the failure to repair will result in serious top-soil erosion, loss of significant crop productivity, or cause or maintain an unsafe site. Bill McCormick seconded. Durrett commented that it is always reasonable that the Board reconsider a policy. 3-0 votes in favor. Motion carried.
Landowners Performing Their Own Work - Bill McCormick moved to request that at the next Drainage Board meeting the Drainage Board Office provide a proposed form and policy to address landowners doing their own work and being reimbursed at a later date. Deanna Durrett seconded. 3-0 votes in favor. Motion carried.

Basil Vancleave Drain - Surveyor Cummins advised that he seeking the advice of an engineer on several drains and the Basil Vancleave Ditch will be included. Highway Director Brett Cating advised that he has been contacted by two New Market Town Board members regarding the culvert on Main Street (CR600S). Cating advised that the culvert is the responsibility of the Town of New Market. He suggested that a couple of loads of rip-rap would take care of the problem. He advised that the structure itself is sound.

Basil Vancleave Drain - Surveyor Cummins advised that he seeking the advice of an engineer on several drains and the Basil Vancleave Ditch will be included. Highway Director Brett Cating advised that he has been contacted by two New Market Town Board members regarding the culvert on Main Street (CR600S). Cating advised that the culvert is the responsibility of the Town of New Market. He suggested that a couple of loads of rip-rap would take care of the problem. He advised that the structure itself is sound.

Landowners Performing Their Own Work - Bill McCormick moved to request that at the next Drainage Board meeting the Drainage Board Office provide a proposed form and policy to address landowners doing their own work and being reimbursed at a later date. Deanna Durrett seconded. 3-0 votes in favor. Motion carried.

Basil Vancleave Drain - Surveyor Cummins advised that he seeking the advice of an engineer on several drains and the Basil Vancleave Ditch will be included. Highway Director Brett Cating advised that he has been contacted by two New Market Town Board members regarding the culvert on Main Street (CR600S). Cating advised that the culvert is the responsibility of the Town of New Market. He suggested that a couple of loads of rip-rap would take care of the problem. He advised that the structure itself is sound.

Basil Vancleave Drain - Surveyor Cummins advised that he seeking the advice of an engineer on several drains and the Basil Vancleave Ditch will be included. Highway Director Brett Cating advised that he has been contacted by two New Market Town Board members regarding the culvert on Main Street (CR600S). Cating advised that the culvert is the responsibility of the Town of New Market. He suggested that a couple of loads of rip-rap would take care of the problem. He advised that the structure itself is sound.

STAFF REPORT - New Board Member Jack Grimble and Surveyor Tom Cummins will attend the Monday, May 21st Boone County Drainage Board meeting.

- New Board Member Jack Grimble and Surveyor Tom Cummins will attend the Monday, May 21st Boone County Drainage Board meeting.

FINANCIAL REPORT - Deanna Durrett advised that in the future process for "borrowing" money from the improvement fund when a claim is larger than the balance will be handled as follows: 1) Drainage Board submits to the Auditor an invoice for the full amount. 2) The Auditor writes a check to the contractor for the full amount from the maintenance fund. 3) The Auditor writes a check to the maintenance fund from the improvement fund for the amount necessary to keep the maintenance fund in the black. 4) The Auditor reimburses the improvement fund when the next, or subsequent settlements, are received until the "borrowed" money is paid back. Durrett advised that she sent a memo to Auditor Dossett advising him of this process.

- Deanna Durrett advised that in the future process for "borrowing" money from the improvement fund when a claim is larger than the balance will be handled as follows: 1) Drainage Board submits to the Auditor an invoice for the full amount. 2) The Auditor writes a check to the contractor for the full amount from the maintenance fund. 3) The Auditor writes a check to the maintenance fund from the improvement fund for the amount necessary to keep the maintenance fund in the black. 4) The Auditor reimburses the improvement fund when the next, or subsequent settlements, are received until the "borrowed" money is paid back. Durrett advised that she sent a memo to Auditor Dossett advising him of this process.

CLAIMS - Foster Farms - John Ward Drain - $99.98. Bill McCormick moves to pay the claim. Jack Grimble seconded. 4-0 votes in favor.

Foster Farms - John Ward Drain - $99.98. Bill McCormick moves to pay the claim. Jack Grimble seconded. 4-0 votes in favor.

Request to County Council for Funding Report - Deanna Durrett advised that their office has been researching how to get County maps digitized so that they become a layer on the County's ThinkMap. The new map technology will also help determining watersheds which will in turn be an accurate tool in determining assessments for drains. Four consulting firms are due to submit proposals on May 9th. The Drainage Board will request a $35,000 appropriation from the County Council to fund digitizing the maps.

Deanna Durrett advised that their office has been researching how to get County maps digitized so that they become a layer on the County's ThinkMap. The new map technology will also help determining watersheds which will in turn be an accurate tool in determining assessments for drains. Four consulting firms are due to submit proposals on May 9th. The Drainage Board will request a $35,000 appropriation from the County Council to fund digitizing the maps.

Jesse Snoddy Drain - Chairman Bane advised he will be requesting an additional appropriation from the County Council in the amount of $12,000 to clean the open ditch area.

Chairman Bane advised he will be requesting an additional appropriation from the County Council in the amount of $12,000 to clean the open ditch area.

Ebenezer McClaskey Drain - Gayle Lough advised in 2003 a grass waterway was installed by Soil & Water to help with water flow. At the time of the installation it was determined that the 24" tile was overloaded and a 12" tile should be installed. According to Lough, the County paid for $2,787.40 which was the difference between the 12" tile and the 6" tile. The question is, is it a County tile. Surveyor Cummins advised that there are two maps showing two different things. Drainage Board Attorney Suanne Milligan advised a starting place would be for Mr. Lough to petition the Drainage Board to have the tile established as a County tile and that would then authorize the Board to take further action. Mr. Lough further stated that he was under the assumption that since the County paid for the tile that it was a County tile. Deanna Durrett advised that the past Surveyor paid for drains that were not County drains. Mr. Lough advised there are problems with the connections. Bill McCormick stated that Mr. Lough should go back to the contractor since the tile should not have failed in three years.

- Gayle Lough advised in 2003 a grass waterway was installed by Soil & Water to help with water flow. At the time of the installation it was determined that the 24" tile was overloaded and a 12" tile should be installed. According to Lough, the County paid for $2,787.40 which was the difference between the 12" tile and the 6" tile. The question is, is it a County tile. Surveyor Cummins advised that there are two maps showing two different things. Drainage Board Attorney Suanne Milligan advised a starting place would be for Mr. Lough to petition the Drainage Board to have the tile established as a County tile and that would then authorize the Board to take further action. Mr. Lough further stated that he was under the assumption that since the County paid for the tile that it was a County tile. Deanna Durrett advised that the past Surveyor paid for drains that were not County drains. Mr. Lough advised there are problems with the connections. Bill McCormick stated that Mr. Lough should go back to the contractor since the tile should not have failed in three years.

Chairman Bane stated that this situation brings up the issue that more communication is needed between the various departments. McCormick stated that many times waterways have been installed and water has been directed to run into culverts that are not adequate to receive the additional waterflow. Better coordination of projects need to be done in the future.

PUBLIC COMMENT - Wade Bennett - John Gobin Drain. Bennett advised that there are two huge holes on the main that keep coming back and need a "good fix". He advised John Wilcox was there fixing one tile hole on the drain. Bennett advised he didn't care who fixed it, as long as it was fixed. Surveyor Cummins will look into the matter. Chairman Bane stated that a contractor is used at the preference of the landowner if the contractor is there at the time doing work on another part of the drain, it is a cost savings to use the same contractor while they are on-site.

Wade Bennett - John Gobin Drain. Bennett advised that there are two huge holes on the main that keep coming back and need a "good fix". He advised John Wilcox was there fixing one tile hole on the drain. Bennett advised he didn't care who fixed it, as long as it was fixed. Surveyor Cummins will look into the matter. Chairman Bane stated that a contractor is used at the preference of the landowner if the contractor is there at the time doing work on another part of the drain, it is a cost savings to use the same contractor while they are on-site.

Bill McCormick moved to adjourn. Deanna Durrett seconded. There being no further business before the Drainage Board, the meeting was adjourned. 4-0 votes in favor. Motion carried.

There being no further business before the Drainage Board, the meeting was adjourned. 4-0 votes in favor. Motion carried.

Meeting adjourned @ 9:21 a.m.

Minutes prepared by Lori Dossett, Drainage Board Secretary.

__________________________
Lori Dossett, Secretary
 
_________________________________

Phil Bane, Chairman

_________________________________

William D. McCormick, Vice Chairman

_________________________________

Deanna Durrett, Member

__________________________________

Jack Grimble, Member